Manage lessons
What the coach does
Their schedule, the roll call from their account, replacements and their hours
A coach does not need access to the club administration. They receive their schedule through a link, take the roll call from their member account and report any change to the head of the school. This page describes what they see and what they do, so that you can explain it to them.
Prerequisite: the coach has a person record in the club (they are chosen as Coach 1 or Coach 2 of the group). To take the roll call, they also need an account to log in to the club website with this record.
1Receiving their schedule
The head of the school opens Manage groups, Coaches view, clicks Copy link under the coach's card and sends them this link. Without logging in, the coach sees their typical week and each of their groups with the dates, the court and the list of pupils (with their age). They can print the page and download a Calendar .ics file for their calendar.
A coach's schedule opened from their link.
- the link is valid for about 13 months and cannot be deactivated: only send it to the coach concerned;
- the page follows the groups in real time (new pupil, change of the group's times); an .ics file already imported is not updated: send it again after a change;
- the page shows the groups' usual times: lessons cancelled, made up or given by a substitute do not appear.
Details: Send a coach their schedule.
2Taking the roll call from their account
The coach logs in to the club website and opens the booking schedule on today's date. A click on their lesson opens the Attendance panel (and not the booking form):
- all pupils are present by default: they untick the absent ones; each box is saved straight away;
- they click Roll call done: the lesson is marked “Attendance checked by … on … at …”;
- they can do it any time on the day of the lesson, including in the evening after the lesson.
The panel opens for the person in charge of the lesson (the group's coach 1, or their substitute for that lesson) and for the group's coach 2. A pupil can never tick the attendance.
The panel also contains a button to delete the lesson: it would be deleted for the whole group, together with its attendance. For an absence, only untick the pupil.
Roll call forgotten? On the following days, the coach can no longer open the panel from their account: the secretary or the head of the school makes the correction from the administration's booking chart (click the lesson, attendance panel, then Roll call done). Lessons without a confirmed roll call carry the note “Roll call not confirmed yet”. They are still included in the BDNS présences export, with their ticked pupils.
3Reporting changes
The coach changes neither groups, nor registrations, nor invoices. They report to the head of the school:
- a lesson to cancel or make up (rain, absence): Cancel or make up a lesson;
- their replacement by another coach: the head of the school changes the lesson's coach in Manage coaches' times; the substitute can then take the roll call for that lesson from their own account;
- a pupil who changes group, switches to 2× a week or stops: Changes during the season.
4Their hours
The Coaches view gives each coach's planned workload (groups and hours per week). The lessons actually given, replacements included, are checked in Manage coaches' times (Excel, CSV, PDF exports): see Teachers' schedule. If the club uses the Salaries module, the monthly payroll can use these hours automatically: see Running the monthly payroll.
The coach does not see their hours themselves: the secretary sends them (export of the Manage coaches' times page filtered on their name).
Plugin.ch tutorial — Manage lessons